Category: Staff

By: Rick Koubek, President

Dear Members of the Michigan Tech Community:

Today officially marks the end of the spring term at Michigan Tech. Tomorrow, we would have celebrated the success of 1,066 graduates at our Spring Commencement ceremony. Had things been normal, Mike Pulick, former president of Grainger International, a Michigan Tech electrical engineering alumnus, and former Blue Key president, would have served as our keynote speaker. Instead, we are redirecting our energies in creative ways as we adapt to the COVID-19 pandemic—including the launch of an online 2020 commencement celebration web page on May 23. 

We’ve also made the decision to move summer Track B sessions online and cancel Michigan Tech’s pre-college programs and athletic camps for the summer. These decisions were necessary based on the continued “Stay Home, Stay Safe” executive order and to allow our academic and facility teams time to prepare for a safe, in-person, on-time start to the fall semester under the new operating guidelines imposed by the COVID-19 pandemic.Some of you may be wondering how our physical campus may be different when we return. To start, we know we must adhere to social distancing protocols. This may translate into: 

• Reducing class sizes and modifying our classrooms and course offerings.
• Shifting our dining services to include more options like takeout, grab-and-go, and meal delivery throughout campus.
• Creating more spaces for smaller collaborations and fewer opportunities for large group gatherings. 
• Cultivating a culture of health and safety by making COVID-19 testing available, vigorously monitoring for COVID-19 symptoms among our residence hall populations and larger campus community, and responding proactively if there is evidence of the virus on campus. This includes contact tracing and immediately isolating suspected cases.  

The current plan is to gradually resume face-to-face operations over the next three months in accordance with the state’s guidance and in compliance with best practices. We will have more to share about these plans next week. But, even the best-laid plans are sometimes thwarted by the unlikeliest events. So, despite diligent and comprehensive planning, the number of variables involved requires us to couch all of our plans as tentative at this time. 

With that said, the leadership team has analyzed the impact of reducing operations and services on campus, which will continue throughout the summer. This unfortunate reality requires us to align our workforce needs with the current level of campus operations. Next week, approximately 119 employees will be notified of a temporary reduction in work hours or be placed on temporary leave without pay due to a lack of work. Those affected will continue to receive University health care benefits, retain any paid time off accrued, and qualify for unemployment and the relief package being offered by the federal government. Employees are also encouraged to apply for financial support through the Husky Emergency Assistance Fund, either online or calling 906-487-1567. Let me reiterate that these personnel actions are temporary and made through no fault of those affected. In most cases, employees will return to full-time status once we resume normal operations. It’s important to note that this decision is independent of the significant budget shortfall that must be addressed at the May Board of Trustees meeting. COVID-19 has altered our course, but not our destination. We will continue to provide the very best hands-on, high-quality educational and research experience that we are known for. I am grateful for your dedication and determination to make that so.

Sincerely, Rick Koubek
President  

By Brian Cadwell, Director and Chief of Police, Public Safety and Police Services

Under Governor Gretchen Whitmer’s extended “Stay Home, Stay Safe” executive order, all persons are required to wear face coverings when entering enclosed public spaces, including campus buildings and workspaces, where social distancing cannot be maintained. 

Michigan Tech strongly encourages employees to provide their own personal face coverings in alignment with the Centers for Disease Control and Prevention (CDC) guidance: 

• Fabric face masks should be made of new, tight-weave cotton fabric (e.g., quilting cotton, denim, duck cloth, canvas, or twill).
• Employees must wear their face mask at all times indoors when social distancing cannot be maintained.
• Face masks should be worn over the mouth and nose and should not be worn dangling around the neck or on the chin or forehead.
• Employees should not touch or adjust their face mask. If they do, they must immediately wash their hands per CDC guidelines.
• After removing their face mask, employees must immediately wash their hands per CDC guidelines.
• Fabric face masks should be laundered in hot water daily.
• When not in use, fabric face masks should be stored in a clean, closed paper bag or other breathable container.

Fabric face masks are not considered personal protective equipment (PPE) and should not be used when entering a room or area where known or suspected COVID-19 cases are present.

Michigan Tech will supply face coverings for employees who choose not to utilize their own face coverings. Employees who have current job duties on campus who need a face covering may pick one up between 8 a.m. and 10 a.m. Monday through Friday at the Transportation Services Window on the first floor of the Administration Building. Please park in Lot 11 and enter through the east doors. Walking traffic will be one way, exiting through the north doors.  If you require a face covering but are unable to pick one up during these hours, please contact Brian Cadwell at bjcadwel@mtu.edu.  

Stay safe,
Brian

By: Rick Koubek, President

Members of the Michigan Tech Community:

The gravity of the situation in which higher education institutions find themselves, including Michigan Tech, is difficult at best. Yet, in spite of these trying times, our campus community has banded together to help each other and even those afar through innovation, creativity, and kindness.

Thank you.

Today, I would like to outline the framework and planning horizon the leadership team is working from to address the fiscal deficit caused by COVID-19. Currently, we are assuming an enrollment decline for both the summer and fall terms, a correlating decline in auxiliary services revenue, and a modest reduction in state funding. Based on these assumptions, we have estimated a budget shortfall of approximately $18 million—but it could be as high as $38 million depending on additional fluctuations in enrollment, how the state’s higher education funding formula unfolds during the legislative session, and whether Michigan Tech returns to face-to-face instruction to start the fall semester.

In early April, we enacted cost controls to address the current fiscal year deficit. These included a hiring, spending, and wage freeze, among additional measures. Thanks to your efforts, we have minimized the fiscal year 2020 shortfall. However, we must now turn our attention to the projected deficit for fiscal year 2021.

Effective immediately, I will take a 15 percent pay reduction and the vice presidents will take a 7 percent pay reduction, at least through December 31, 2020. This is in addition to a number of other cost-saving options under consideration, which will be reviewed and prioritized by the President’s Budget Advisory Committee. All of our decisions will be guided by the following principles:

1. Protecting the health, safety, and well-being of our campus community to the best of our ability;
2. Supporting and continuing high-quality educational and research activities at Michigan Tech; and
3. Respecting all health and safety requirements issued by the state of Michigan and modifying our operations in compliance with these guidelines.

Over the next few weeks, we will solidify our decisions in preparation for the May Board of Trustees meeting, where we must present a balanced fiscal year 2021 budget to the Board for approval. Actions necessary to achieve a balanced budget with a projected shortfall of $18 million may include reductions to operating budgets and workforce needs, and/or temporary pay cuts. In full disclosure, we must acknowledge that additional cuts to services and programs may be necessary over the course of the year due to additional, unforeseen factors or if we experience greater declines in enrollment or state funding over and above what we are currently projecting.

I will continue to provide regular updates regarding the status of campus operations and the fiscal implications related to COVID-19 in the coming days and weeks. I remain optimistic about Michigan Tech’s long-term future. We are positioned well financially, our reputation is strong, and I am confident in our ability to discover creative solutions, even in the face of adversity.

Take care and stay safe.

Sincerely,

Rick Koubek
President

By: Jackie Huntoon, Provost and Senior VP for Academic Affairs

As you may already be aware, at a press conference today Governor Whitmer announced Executive Order 2020-21, “Stay Home, Stay Safe,” requiring the people of the state of Michigan to stay at home. This order is effective at 12:01 a.m. on March 24 and will continue until at least April 13. The University’s COVID-19 Stay at Home Protocol specifies what this means on campus.

Why a Stay at Home Order is Necessary:

The executive order was issued to suppress the rate of spread of COVID-19 in an attempt to prevent the state’s health care system from being overwhelmed. COVID-19 is easily spread from person to person and the number of cases continues to grow rapidly in Michigan.

Working together to slow the spread of the disease will allow the production of critical test kits, ventilators, and personal protective equipment. We need the supply to catch up with the demand to avoid needless deaths and protect the lives of health care workers.

Leaders in places already hit hard by the virus are consistent in their assertions that others should not wait until the crisis is at hand before taking action.

We are fortunate that no cases have been confirmed in our area so far — but we can’t expect that to last. Our best chance of keeping the number of cases at a manageable level is to follow the executive order and stay at home unless it is absolutely necessary to go out. We all need to ask ourselves before making any trip out of the house whether or not the trip warrants putting our own or others’ health at risk. We are all going to need food and medicine, but most of our regular trips to town or campus can and must wait.

At this point we need to assume we have the disease, and it is our job to make sure we don’t give it to anyone else. The best way to do that is to stay at home and avoid contact with other people.

What this Means for Faculty and Staff:

This means stay at home unless you absolutely must go out.

To comply with the executive order, only essential personnel with written permission to enter a University building will be allowed access. University leaders (vice presidents, dean, chairs, directors, and others) are working now to determine who will be given permission to enter based on health and safety considerations, a need to access equipment used for remote instruction, or involvement with research that requires ongoing human support and attention. No one else will be allowed to enter any University facility (however, students will still be able to access their residence halls).

Letters to those who have been granted access based on recommendation from their chair, dean, or supervisor will receive written documentation of their right to enter from a vice president. Letters from vice presidents will be issued beginning the evening of March 23, 2020. Individuals’ access will be explicitly limited to specific buildings and rooms.

Building access will be restricted starting at 12:01 a.m. on March 24, 2020. After that deadline, special exception requests for access will need to be approved by a vice president. A process for requesting access is being developed and information will be released soon. Special exception requests will only be approved if allowable under the executive order, and access will only be granted for a limited amount of time (for example, one hour).

What this Means for Students:

Students living in the residence halls or in the Houghton area will be allowed to remain. However, students will no longer be able to access any University classroom, laboratory, shop, computer lab, or other facility. After 12:01 a.m. on March 24, University facilities will be open only to serve essential functions.

Updates and Other Information:

As we all continue to navigate the COVID-19 challenge, many questions will emerge. Please continue to submit your questions to covid-19@mtu.edu. Questions will be answered individually when possible, and Michigan Tech’s COVID-19 website addresses FAQs. You can also refer to Research FAQs, Grad School FAQs, HR FAQs, and Facilities FAQs.

We are all in an extremely challenging situation and I am impressed by the fortitude, resourcefulness, and optimism exhibited by people across Michigan Tech and throughout our local community. We should all be proud of ourselves. I am honored to be a member of the Huskies family.

Jackie Huntoon
Provost and Senior VP for Academic Affairs

By Rick Koubek, President

Dear Faculty and Staff: 

As we come to terms with the rapid and significant disruptions to both our work and personal lives as a result of the COVID-19 disease, we continue to explore options to support the health and safety of our campus, maintain continuity of our operations, and protect the job security of our employees. To these ends, we are announcing additional employee benefits to help offset negative effects of the COVID-19 pandemic. 

Additional benefits are outlined below with more details following.

• Full-time employees will receive 80 hours of COVID-19 pandemic leave to be used in case of quarantine, isolation, or family care needs related to COVID-19 exposure, illness, or other related scenarios. Part-time employees will receive  prorated leave based on their appointment.
• The newly created Husky WorkerReady program will assure those impacted by temporary shutdowns and slowdowns across units can continue their employment by working in areas of need.
• Enhanced remote work protocol.  
• Access to employee counseling and mental health services. 
• Paid leave for trained and/or registered emergency responder volunteers.
• Establishment of the Husky Emergency Assistance Fund.

COVID-19 Pandemic Leave

Effective immediately, the University will offer up to 80 hours of paid leave to employees for personal use if they are affected by the virus. This leave may be used in case of quarantine, isolation, or family care needs related to COVID-19 exposure, illness, or related scenarios. Please click here for more details. The COVID-19 pandemic leave will be prorated for part-time employees. This is a bank of paid time off for use only during the current pandemic and will expire June 30, 2020.  

Husky WorkerReady Program

The University will work to reassign employees whose job hours have been reduced or eliminated by the effects of the COVID-19 crisis through the new Husky WorkerReady program.  The University’s new shared talent pool program will attempt to match the employee’s talents with current University needs. Impacted employees are encouraged to enroll by clicking here.   Departments or supervisors with labor needs or individuals with questions should email or call Madeline Mercado Voelker in Human Resources at 906-487-3681. This program is in effect through May 2, 2020, unless extended.

Remote Work Protocol

We understand that each employee’s personal situation may have evolved over the past few days. Therefore, we’ve instituted a more lenient remote work protocol. At this time, if you can work from home, you are encouraged to do so. If you need to continue working on campus, consult with your supervisor and follow appropriate social distancing protocol (no more than 10 people in a space and at least six feet between people at all times). Please visit the COVID-19 website for information on working remotely and to learn more about sick, vacation, and COVID-19 pandemic leave. This protocol is in effect until further notice.

Mental Health Counseling

As a reminder, eligible faculty and staff, and their spouses and dependents, have access to up to eight free counseling sessions per person from Northstar EAP. These sessions can help manage issues that may be impacting your personal and work life. Northstar EAP’s areas of expertise include stress, depression, family and marital issues, work relationships, alcohol and substance abuse, and grief. Confidentiality is maintained in accordance with privacy laws and professional ethical standards. The University will not be notified when services are requested or used. To set up an appointment, call 906-225-3145 or schedule online at www.northstareap.com.

Volunteer Service

To support your participation as a community volunteer, regular full- and part-time employees who are trained and registered as emergency responders with the Red Cross or other similar organizations may be granted up to five days paid leave for emergency response services rendered between now and June 30, 2020. Please email or call Human Resources at 906-487-2800 to learn more about this benefit. 

Husky Emergency Assistance Fund

The Husky Emergency Assistance Fund has been established to help members of our campus community who are experiencing financial hardship as a result of the COVID-19 crisis. This fund will help those in need to stay in school and provide financial relief for others. Some of you may be asking how you can help. For more information, please visit the Husky Emergency Assistance Fund page or click here to give now. In the near future, the University will provide instructions on how employees and students can apply for assistance.

We appreciate all you are doing to help Michigan Tech and our local community during this time. On behalf of the entire community, thank you. 

Rick Koubek
President

By Jacqueline Huntoon, Provost Senior VP Academic Affairs

Dear Faculty and Staff,

As described in the communication you received earlier today, both the CDC and Governor Whitmer have updated their guidance related to COVID-19. 

As a result, we now know that classes will remain online through the end of the semester and that commencement will not be held as a face-to-face event on the originally scheduled date. At this time we don’t know if we will postpone the face-to-face event or hold a virtual event. We are thinking this through and will make definite plans as soon as possible.

As of today, other University locations and services will be temporarily curtailed. As of 3 pm today, per the Governor’s guidance, the J. Robert Van Pelt and John and Ruanne Opie Library will be closed, along with the A.E. Seaman Mineral Museum, the Gates Tennis Center, and the public facilities in the SDC. Tech Trails remain open, although the waxing shed and other interior spaces will be closed. Finally, only grab-and-go food service will be provided on campus (including the MUB and potentially the Library cafe if appropriate arrangements can be made) and in the local community; no sit-down dining in public spaces will be allowed on campus or in the community (per the Governor’s guidance). Additional information and updates will be posted to the Michigan Tech COVID-19 website. The limitations and closures listed here will be in force until at least March 30, 2020 pending further notice.

People who need access to Library materials should view the resources available on the Library website and/or the IT website. Staff in both the Library and IT are developing strategies to help patrons and users remotely so that everyone can continue to work and learn.

Be Flexible and Plan Ahead

Given the current circumstances, it is prudent at this time for people who are able to do their jobs from home to get ready to start working from home, should that become necessary. People who are members of at-risk populations should take extra precautions. For example, some of them may need to work from home now, whereas others may choose to come to campus, but then work in isolation (whether in time or space) from others. 

Supervisors are being asked to be as flexible as possible to allow people the opportunity to get their jobs done in ways that make sense for everyone. If anyone has a question or concern, the first point of contact should be the direct supervisor. The Michigan Tech COVID-19 website also has a lot of information, including FAQs for students (and parents), staff, and faculty (including researchers). The office of the Vice President for Research has additional information available for researchers.

To ensure that we all stay connected even if some of us end up working offsite, those with Michigan Tech office phones should ensure that their voice messages are forwarded to other phones (https://www.mtu.edu/it/mitel-user-guide/), and/or email (https://www.mtu.edu/it/voicemail-to-email/), and/or get ready to access voicemail (https://www.mtu.edu/it/voicemail-off-campus/) from personal phones. 

We’re All in This Together – Thank You for Your Help!

I think everyone now knows that the University is moving to remote instruction for all regularly scheduled courses. The Jackson Center for Teaching and Learning is continuing to offer guidance and support for instructional personnel who are moving their courses from face-to-face to remote instruction methods. I recognize that it is challenging for many faculty and students to make the transition from face-to-face to remote instruction under the best of circumstances. The fact that we are trying to do this all at once in less than a week has made this an incredible challenge for the entire University. I know that everyone is doing their best to meet this challenge and I thank everyone for their efforts. 

In addition to the challenges associated with changing the way we teach and learn, people across campus are also being asked to modify activities related to almost every aspect of University operation. Facilities, dining, housing, and staff members in many other areas are actively developing and implementing new protocols designed to keep everyone, including themselves, healthy. These people take great pride in their work and are thinking hard about how to continue to provide the best possible service to the University. If you know or see one of them, please tell them thank you.

A few important points for Instructional personnel to think about at this time include how to ensure that all students, whether they are in Houghton or elsewhere, receive the same instructional experience. While students are being allowed to meet in small groups on campus at the current time, it is possible that all gatherings, even of small groups, may be disallowed on campus in the future. If that happens, remote instruction will be the only option open to any of us. We all need to plan ahead in case we come to that point.

Faculty should also be determining the most important learning outcomes for each course and focus their effort on helping students achieve those outcomes. No one should expect to be able to deliver the same course remotely as they had planned to deliver face-to-face under the time constraints we are facing.

We are hearing from many students and faculty that it has become impossible to hold classes at regularly scheduled times. Many faculty and students have new responsibilities, as a result of the closure of the K-12 school system, for example, that require them to work or learn at different times than they were able to commit to even as recently as a week ago.

Michigan Tech has always prided itself on providing high-quality, face-to-face instruction that prepares students to meet real-world challenges and hit the ground running upon graduation. No one should think that the changes being implemented this semester are anything other than a response to a worldwide health crisis. The University’s commitment to excellence in education has not diminished and I know that we are all looking forward to the time when things can get back to normal. We will get there and hopefully we will get there very soon. For now, however, we simply must do the best we can under the circumstances.

Clarifications Regarding Travel

There has been some confusion regarding the travel guidelines. Here are some clarifications. 

• If you have traveled internationally within the past two weeks, please do not come to campus for at least 14 days since the time you returned from travel. 
• If you think/know you may have been exposed during your travels, please do not come to campus for at least 14 days since the end of your travels.

Anyone who falls into the categories listed above must fill out the Returning Travelers (COVID-19) form. This is important because it appears that people who have COVID-19 may be contagious even before they begin to show symptoms. That means that people who have traveled during the last two weeks may have been in contact with individuals who were ill even though those people didn’t appear to be ill at the time.

Health Monitoring

The CDC continually updates its information regarding signs and symptoms of COVID 19. The most common symptoms appear to be fever, cough, and shortness of breath. If you, or someone with whom you have had close personal contact, has symptoms, please stay home, let your supervisor know, send an email to covid-19@mtu.edu, and call your health-care provider. 

One habit you might want to get into to monitor your personal health is to take your temperature two times each day, once in the morning and once in the evening. As of today, the CDC says that “symptoms may appear 2-14 days after exposure.” The CDC offers some easy-to-understand flyers about how to “Stop the spread of germs” and “What to do if you are sick” that you may want to share with others (such as students and family members).

Self-Care and Care for Others

As we all continue to live through this unprecedented situation, I ask that we all remember that extraordinary challenges require extraordinary courage, trust, and empathy. Remember that every member of our University and local community may be facing enormous logistical, physical, and emotional hurdles. Please try to always assume that everyone is doing the best they can under the circumstances. Together we can try to minimize the impact of this disruption on our own lives and on our families and communities. For those who are working with students, I ask that you make a special effort to stay in contact with them. If you have a concern about a student, use the “report a concern” site to let others know. The fact that someone cares about a student can, immediately and over the long run, change that student’s life for the better.

I, and others, will do our best to keep you posted as changes are announced as we continue to monitor guidance from State and Federal sources. Please recognize that it may be necessary to make substantial changes very quickly in response to guidance we receive. Try to plan ahead as much as you can, this will reduce your personal stress and the stress on those around you. Take care of yourself–you are valuable to our University and community and we need you. Take care of those around you too.

If you have questions, send them to covid-19@mtu.edu. We are finding answers and responding to them as quickly as possible.

Jackie Huntoon
Provost and Senior Vice President for Academic Affairs